3. Research the Features
Next, it’s time to determine which HRIS software products have all the features needed to meet your buying criteria. Online HRIS research can quickly help you find highly rated systems and compare their features. Remember, you’re not looking for the greatest number of features; you’re looking for the right combination of features to meet your requirements. Try to find several options that are worthy of further investigation.
4. Shop Around
Once you’ve done your homework, you’re ready to contact vendors for demos, free trials, and price quotes.
As they show off their HRIS software, carefully consider how simple and intuitive it is to use. A live demo isn’t ideal for this because the person doing the demo knows how to make everything look easy. Try systems out yourself whenever possible. Ask to see how long it takes to complete workflows you’ll use most often.
Also, ask each vendor how long their implementation services will take in your case. Implementation is the process of migrating your data to a new HRIS, training your people to use it, and successfully launching it. HRIS software often requires about six to eight weeks to implement (more about implementation below).
5. Final Steps
Once you’ve finished shopping, you can decide on your top pick and maybe a good runner-up, too. Then all that remains is to get the decision-makers on board and make the purchase. Our free ebook, The Complete HRIS Buyer’s Guide, can help you with these additional steps. It also provides more detailed information about every phase of the selection process.
Once you’ve chosen your new HRIS software, you’ll be eager to get it up and running. This will take some time and effort, but the results will be worth it. When implementation is complete, you and your coworkers will finally be able to enjoy all those cool new features and benefits that will make your jobs easier and more efficient.
Implementation is a complex process with lots of moving parts. Even if you’re on a tight budget, hiring an implementation service to guide your company through the job will be money well spent. You can buy HRIS implementation from the same company that makes your new system, or, in some cases, you can choose an independent service.
For a smooth-running implementation, other individuals and teams throughout your organization also need to be involved.
Depending on your organization’s size, this might include:
- Internal and external implementation teams
- An in-house project manager
- HR representatives
- IT representatives
- Company stakeholders from other departments or teams that will use the HRIS
HR can play an important part in making sure everyone’s efforts are clearly planned, well coordinated, and move forward on time. Work with your implementation team to decide what steps will be needed, who will be responsible for them, and how long each step will take.
The steps in your implementation plan should include:
- 1.Working with managers to determine what it will take to automate each affected business process
- 2.Coordinating with third-party services that must sync with your new HR software
- 3.Installing the new system
- 4.Gathering all company and employee data and migrating it to the new system (this can be a time-consuming process, but some migration services will do most of the heavy lifting for you)
- 5.Configuring and testing the HRIS before it goes live
- 6.Training for yourself, stakeholders, and employees on how to use the new system
- 7.Launching it live and making any needed technical adjustments
- 8.Gathering feedback from stakeholders and end users
Be generous in determining your implementation timeline; seasoned pros say most customers underestimate how long it will take. As mentioned above, implementation often requires six to eight weeks—but it depends on which HR software you choose and how complex your needs are. Implementation might take a few weeks or a few months.
During the entire process, HR can help employees look forward to using the new system, explain how the new HR software will help them with their work, and provide regular updates on implementation progress.
The same executives who wanted to see an ROI estimate before supporting your firm’s HRIS purchase will also want to monitor its ROI after implementation.
To provide information about savings, you should first identify the most relevant software features for your organization to track and measure. Next, gather information about cost and time savings compared to figures prior to implementation.
Whether you are moving to your first HRIS or replacing previous HR software, here are some before-and-after comparisons you could include:
- Labor costs for each feature you choose to track
- Administrative productivity improvements resulting from automation
- Recruiting costs
- Time to hire
- Turnover rates
- Employee job satisfaction
Measuring HR software expenses will require you to account for a mix of one-time costs, which can be spread over the expected life of your system when calculating ROI, and recurring costs.
Here are some examples of these costs:
- Initial purchase price
- Monthly subscription fee
- Data migration
- IT maintenance work
Once it’s launched, good HRIS software can easily track many metrics that will help you and your leaders evaluate ROI, such as tracking time spent on specific jobs. Study the reporting and analytical functions of your new HRIS carefully to learn how to get the most from them.
Measuring ROI is straightforward when you’re talking about things that are easy to quantify with numbers. However, many benefits of HR software are intangibles that are hard to measure, e.g. convenience, usability, and employee engagement. Make sure your leaders know how intangibles add value to your HRIS, perhaps by listing them separately in your ROI report.
What real-world results can you expect from HR software? We asked BambooHR customers to tell us some of the ways our HRIS has benefitted their small or medium-sized business.
- Inputting and updating time tracking information takes 50 percent less time than it used to.
- Reports that once took two days to create are now ready in only two hours.
- Automating administrative tasks saves the HR manager 1.5 hours every day.
- Automating time-off management saves 40,000 dollars in annual labor costs.
- By streamlining a variety of HR functions, BambooHR improves average employee performance by 25 to 30 percent.
- Enhanced time tracking enables managers to reduce overtime by as much as 30 percent.
- Since adding BambooHR® Performance Management, performance assessments that used to take hours per employee are completed in about 15 minutes, saving nearly 40,000 dollars per year.
- BambooHR has also enabled ISTS to transition to a completely paperless HR department.
These are just a few examples of the value that HRIS software can provide. Whether you choose BambooHR or another system, a well-designed HRIS that’s a good fit for your needs will save money and improve efficiency while magnifying HR’s impact and helping your organization to thrive.